How do I change the tax setup?

Tax setups can be changed under System > Settings > Accounting Settings > Tax Setups. You can either edit one of the default tax setups or add a new one by clicking the 'Add Tax Setup' button. Enter a name and rate, and select the 'Taxable' box if you wish for the tax to be used, then click 'Submit'. This tax will then be viewable when creating or editing a job in 'Commission Tax' and 'Tutor Tax' under 'Accounting Settings'. Here you can also set whether the rates on a job are tax exclusive (GROSS) or tax inclusive (NET) in 'Tax Setting'.

You can also select the default tax on tutors and commission by navigating to System > Settings > Accounting Settings > Tax Setups and clicking one of the edit icons below. Select your tax setups and click 'Save'. Your chosen tax setup will then be used as the default on jobs.

Select your tax setups under 'Accounting Settings'.

What's the difference between charge via branch and charge via tutor?

If your tutors are employed by you, use the 'charge via branch' setting. This will send invoices to your clients directly from your company. If your tutors are self-employed contractors, with you acting as an agent, use the 'charge via tutor' setting. TutorCruncher will lay out the paperwork with charges for tutoring services coming from the tutor and your commission as a charge from you to the tutor. This can be set in System > Settings > Accounting Settings > General by selecting the 'Charge via Tutor' box.

Select 'Charge via Tutor' in your Accounting settings.

Select 'Charge via Tutor' in your Accounting settings.

You can also force an invoice sent to a client to be charged via branch by editing a client's profile and selecting the 'Charge Via Branch' box.

Prefer Charge via Tutor; Charging via the tutor on non-taxable charges

When looking at the Accounting Settings within TutorCruncher, you'll see that there are two main settings which are relevant when setting up a self-employed/contractor based tutoring company:

  1. Charge via Tutor (let's call this CVT, for short)

  2. Prefer charge via Tutor (Let's call this PCVT)

CVT is the setting that, when turned on, adjusts all taxable charges to reflect the fact that the company is an agent, liaising between tutor and client. This will mean that tax (VAT) charged on lessons and Ad Hoc Charges will be calculated only on the difference between what the client pays and what the tutor gets paid. It will also mean that invoices will now be sent from tutors, with the tutor listed as the sender of the invoice, and the client as the recipient. Finally, tutors' Payment Orders will now contain information about how much the client was charged.

Most importantly, CVT will only do the above on lessons and ad hoc charges that ARE TAXABLE. Non-taxable lessons will not be treated in the same way as taxable ones.

PCVT does everything that CVT does, with one notable exception. When PCVT is turned on, every lesson and Ad Hoc Charge will be invoiced from the tutor, all tutors will be told of the client charge rate for all charges also. Tax will be applied only to company commission, where tax is chargeable, just as above. PCVT applies these changes to EVERY LESSON AND AD HOC CHARGE, whether it is taxable (VAT applicable) or not.

NB: It is important to note that while CVT and PCVT will make changes to the way charges are issued to customers in either taxable lessons or in both taxable and non-taxable lessons respectively, neither will ever take effect on lessons nor Ad Hoc Charges for which the tutor is being paid more than the client. In the case of a lesson with multiple clients and tutors attached, the sum of tutor pay must not exceed the sum of client charge for either CVT or PCVT to take effect.

Is TutorCruncher compatible with accounting packages?

TutorCruncher’s accounting is compatible with accounting packages like Xero, Quickbooks and Sage. Accounting data from within TutorCruncher can be exported in CSV format, that can then be imported to other accounting programmes.

What are Sales Codes?

Sales codes are used in conjunction with Xero to categorise items on invoices into various accounts. For instance, 802 could be the account that the tutor payment comes out of. If you are not using Xero as your accounting package you can still use Sales Codes to categorise Lessons and Ad Hoc Charges, you will be able to view them when you use the detailed accounting export.

How do I change my sales code?

Sales codes are used for integration with Xero and other accounting packages. Sales codes can be changed under System > Settings > People. You can either edit one of the default sales codes or add a new one by clicking the 'Add Sales Code Group' button. Enter a description and a number for each code, then click 'Submit'. This code group will then be viewable when creating or editing a job in 'Sales Codes' under 'Accounting Settings'.

Why can’t I change the sales code on a job?

If there are custom fields that apply to that job, then information would need to be entered into those fields before you can make changes to the Sales Codes.

Why can't I see certain sales codes?

If you do not have affiliates turned on within your TutorCruncher account you will not be able to view the sales codes associated with them. You can switch on affiliates within System > Settings > Accounting Settings > General

Tutor sales codes will also not be displayed unless you have Charge Via Tutor switched on. Since the TutorCruncher tutor sales code is used to feed into direct wages codes via Xero and other accounting software, if you are not using Charge Via Tutor this is not a feature you will need to use within your accounting.

How do I change my currency?

Under System > Settings > Accounting Settings > General, you have an option for currency.

If this option is not available to you then you may have already processed some invoices on this account using the original currency. If that's the case, please get in touch with the TutorCruncher support team. We'll probably recommend creating a new branch (ie. subaccount) for you in the new currency, or setting up a new agency account.

How do I change the prefix/suffix of my invoice/payment order/receipt PDFs?

You can change the messages on your accounting PDFs by navigating to System > Settings > System Customization > PDFs. You will see a number of default fields you can edit including 'Invoice statement prefix', 'Payment order page suffix', 'Receipt summary prefix', etc. Edit your messages and click 'Submit'. Any new PDFs you create of that document type will use your custom messages, older documents may not be updated.

Why isn't my charge via tutor tax setup working?

There are a number of reasons why Charge Via Tutor (CVT) may not be working on your TutorCruncher account. Below, you can find a useful list of things to check in order to troubleshoot the issue:

  1. Have you got Charged Via Tutor Switched on? Go to System > Settings > Accounting and check that the ‘Charge Via Tutor’ checkbox is selected.

  2. Are you paying the tutor(s) more than you are charging the client(s)? Go to the job you are trying to bill and make sure that the client charge rate is higher than the amount paid to the tutor. If the tutor is being paid more than the client is being charged, then CVT will not work. Please note: for group classes the sum of all client payments has to be higher than the sum of all tutor pay.

  3. Have you got ‘charge via branch’ selected on the tutor's profile? When the CVT tax setting is switched on this will become the default for all tutors, however, someone could have switched this setting on in the past, and this may be causing issues. Go to People > Tutors, and select the tutor you are trying to invoice for. Click ‘Edit’ and check that under Accounting the ‘Charge Via Branch’ is not selected.

  4. Are your default commission tax rates set to a percentage? Go to System > Settings > Tax Rates and make sure commission tax is set up as 0%.

  5. Have you got your tutor tax rate set to 0%? Go to System > Settings > Tax Rates and make sure that ‘Tax on Tutors’ is set to ‘No Tax, 0%’

  6. Are your default tax rates set correctly on jobs? Check that under Activity > Jobs, the job you are trying to bill has its tax set up to a tax percentage other than 0%.

  7. Have you got the correct tax set up on your client’s account? Go to People > Clients and select the client you are trying to invoice. Click ‘Edit’ and check that under ‘Accounting & Client Manager’

  8. Have you got the Tax rate set to the default on the tutor’s profile? Go to People > Tutors and select the tutor’s profile who you are trying to invoice for. Make sure that under ‘Accounting’ you leave the Tax set-up blank. This way the set up will be the same as the account default.

Please note that after changing any of these options you will need to regenerate your invoices to update them.

Can I edit the tax settings on an individual client?

Yes, you can select whether or not tax should be paid on payments from the client, and if they should be charged via the branch. You can edit these by navigating to the client's profile and clicking the ‘Actions’ tab. From here, you can go to the ‘Accounting & Client Manager’ section. Enable the appropriate fields and then click submit.

I have some clients who are non-taxable, how do I reflect this in TutorCruncher?

When editing a clients profile, there is a checkbox for ‘Taxable’ just under the section for ‘Accounting & Client Manager’. This will reflect whether or not tax should be paid on payments from the Client.

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